Opening and Editing Draft Invoices

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Invoices with the status of "Draft" are held only within FYI, and all details of the invoice can be viewed and edited from the Invoice Drawer.

Note: When the Invoice is Approved in FYI (refer to Approving Invoices) and synchronised to the Practice Xero Ledger the invoice can no longer be edited in FYI. A copy of the draft invoice will display in the preview pane. Refer to Previewing an Invoice.

Invoice Drawer

Navigate to the Invoices list from either the Practice, Clients or Jobs workspace. When selecting an Invoice from the list, the Invoice Drawer displays on the right-hand side.

The Drawer gives a focused view of all the information, functions, and features that are available for Invoice Type documents.

Selecting Invoices in the List

When the drawer is displayed for an Invoice, you can select another Invoice by clicking on it in the list. The drawer stays open and displays the details of the newly selected invoice.

  • If you have expanded a section in the drawer, the section stays expanded in the drawer for the newly selected email/document.
  • If you have displayed the Comments pane, this stays open for the newly selected invoice.
  • You can use the Back button in the drawer to re-display the previously displayed invoice. Refer to Using the Back Button in the Drawer.

Invoice Name

For an existing Draft Invoice, the Name displays at the top of the drawer. This identifies the invoice internally and is the name that displays in Invoices and Documents lists in FYI.

To change the Name, click the Name field, make the change and click the Tick icon to save the change (or click the icon to not save the change).

The default name for all Invoices created in FYI, either from the + Create New button or via an automation is:

"Invoice on date - amount"

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Details

The Details section in the Drawer allows you to make further changes to Draft Invoices by selecting the Edit button. The invoice can also be approved in this section of the drawer by clicking the Approve button, refer to Approving Invoices.  Note an invoice can only be approved by an FYI Admin or a user with relevant permissions.

Click Save after updating the invoice details to save the changes.

  • The Invoice Number is assigned to the Invoice after it is approved in FYI and synchronised to Xero.

  • Status indicates whether the invoice is in Draft, has been Approved, Draft in Xero, Awaiting Payment, Deleted, Voided, Paid and any Sync Exceptions. For more refer to Invoicing Overview.

  • The Date is the invoice date and will automatically populate with the date the invoice is created. This can be changed by selecting the Edit button in the drawer and updating the Invoice by selecting the Date field to open the calendar and selecting a new date for the invoice, refer below to Update Invoice Drawer

  • The Due Date field is updated automatically based on the Due Date Rules configured in the Practice Settings. Refer to Managing Invoices. You can enter a new Due Date when in the Update Invoice drawer (refer below to Update Invoice Drawer) by clicking on the field to open the calendar and selecting a new date accordingly.

  • The Invoice Type can be set to Interim, Progress, Final or Disbursement, and cannot be changed once the Invoice is created. Refer to Invoicing Overview.

  • The Invoice Amount is the amount to be billed to the client. This can be calculated automatically based on the outstanding WIP, or a value can be manually entered if required. For Progress and Final Invoice Types, you can also select individual Time and Disbursement entries to apply to the invoice. The Invoice amount will recalculate unless a manual amount was entered before updating WIP entries. Refer to Viewing and Selecting WIP. The Invoice Amount can be changed when in the Update Invoice drawer, refer below to Update Invoice Drawer.

  • The Selected Jobs section will display if the Invoice Type is set to either "Progress" or "Final". The Job will be displayed, along with the WIP value, and the Amount (as entered in the Invoice Amount field above). When in the Update Invoice drawer (refer below to Update Invoice Drawer) click the Job Name link to view and select Time and Disbursement entries associated with the invoice. Refer to Viewing and Selecting WIP below. If creating an Invoice Type of "Interim" this step is not relevant.

  • Any remaining Time and Disbursements that have not been selected to apply to the invoice will display as a total WIP Carried Forward balance. 

  • A summary of the total Write On/Off is displayed for the allocated time to the invoice. This is calculated automatically, refer to Managing Work In Progress.

  • The Invoice Description displays which defaults from the Job Description. When in the Update Invoice drawer (refer below to Update Invoice Drawer) enter an Invoice Description to be displayed on the Invoice.

Filing Section

The Filing section in the Drawer displays filing information for the selected invoice. You can add or change this information to re-file it in FYI.

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Client - For an existing Invoice you cannot change the Client. The Invoice will need to be Deleted or Void to Invoice a different client, refer to Deleting and Voiding Invoices.

When creating an Invoice in FYI (with the + button in the menu bar), once the client has been selected, the fields that display depend on whether the client has Filing Defaults set for Cabinet and Category, or if you have a Filing Defaults Cabinet selected, or if there are Filing Defaults set at the Practice level.  Refer to Setting Defaults and Filing Defaults for your own Login - My Settings, Setting Filing Defaults for a Client, and Email AutoFile Settings Exclusions and Practice Filing Defaults.

Cabinet - As relevant, select the Cabinet or change the default that has been added.

When the Client and Cabinet have been selected, further defaults and options display. For example, some or all of the following will display, depending on the Client and Cabinet selected.

  • Categories - the filing Categories for the Invoice, such as Year and Work Type.
    The Category options that are available are filtered according to the Cabinet selected (refer to Conditional/Filtered Categories in Managing Categories). The Categories selected control the options that can be selected and the order in which these display in the drawer.
  • Tags and Keywords- If the selected Cabinet has been enabled for this feature, you can create or select Tags and/or enter one or more Keywords to use as additional categorisation and to use when searching for the document. Refer to Tags and Keywords.

If the Cabinet is changed, the fields will be refreshed and you will need to re-select the filing options for the Invoice.

Job - The Invoice will automatically apply the Job selected to be invoiced for filing purposes. This cannot be changed once the Invoice is created. The Invoice will need to be Deleted or Void to Invoice a different job, refer to Deleting and Voiding Invoices.

Other Sections in the Drawer

When opening an existing Invoice, the information displays in sections in the drawer as detailed below.

Tasks

If any tasks have been created for that Invoice, they are displayed in the Tasks section. You can also add a new task from this section. Refer to Displaying Tasks from an Email or Document and Adding a Task to an Email or Document.

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Time

The Time section shows any Time that has been recorded for the document. You can add Time that relates to the Invoice by clicking Add Time. Refer to Adding Time.

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Workflow

The Workflow functions in FYI allow Invoices to be managed through their life-cycle. Refer to the section Workflow.

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Activity

The Activity section shows the automatic log of invoice creation, approval and link to the Practice Xero Ledger. The Activity includes the date and time of the activity and the name of the user who completed it. Activity will be displayed for all users, not just the current user viewing the Invoice Drawer.

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Recent Documents

The Recent Documents section in the Drawer is a list of the 10 most recent emails and documents created for the client. You can click on an invoice, email or document in the Recent Document section to open it in the Drawer.

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Comments

Comments can be added to an invoice by any team member. These can be used to add any notes and also allow team members to collaborate on an invoice. Refer to Adding Comments and Notifying Team Members.

Using the Tools at the Top of the Drawer

At the top of the Drawer are the tools Add Task, Add Time, Starred, Support Request and Copy Doc Link.

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  • Click the Add Task icon to add a new Task for the selected Invoice. Refer to Adding a Task to an Email or Document.
  • Click the Add Time icon to add Time information. Refer to Adding Time.
  • You can mark an Invoice as Starred, or Unstarred with the Starred icon in the Drawer. This allows you to mark specific invoices that you personally want to be able to access easily. Refer to Marking and Displaying Starred Documents.
  • Click the Support Request icon to send a Support Request that automatically adds a link to the relevant Invoice so that FYI Support have access to the area on which you are requesting support. Refer to Sending a Support Request.
  • Click Copy Doc Link to create a Doc Link to the Invoice and send this to any internal team member. Refer to Copying, or Inserting, and Opening a Document Link
    Note: The Copy Doc Link in the drawer copies the link so the Invoice Drawer opens.

Update Invoice Drawer

When selecting Edit from Details section of the Invoice Drawer for an Invoice, the Update Invoice displays to allow for any further changes to be made to the invoice. 

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For any Draft Invoice the Date, Due Date, Layout, Invoicing Amount, and Custom Fields can be edited. For Progress, Final and Disbursement invoice types, Selected Jobs will display allowing any changes to Time and Disbursement allocations as required. 

Note: Once an Invoice is created the following fields are not editable and the invoice must be deleted and a new invoice created if changes are required, refer to Deleting and Voiding Invoices.

  • Client
  • Job
  • Invoice Type
 
To expand a section, click the section heading or the down arrow in the heading.
 
 
 
 
 
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